School Council Meeting Minutes
Date: January 23, 2025
Time: 6:30pm to 8:30pm
| Council Members | Staff / Volunteers | Regrets |
|---|---|---|
| Staff: Mme Heather Zaitlin (Principal) Volunteers:
|
|
Welcome:
Presenter: Lydia Schroeder, Chair
Welcome all to the school council meeting!
Approval of Minutes
- Approved by Dorna Kiani
- Second by Alireza Zarinnal
Treasurer's Report
Presenter: Cedar Zhang, Treasurer
Financial Update
Opening Balance: $23,869.25
Revenue (in): $52,150.91
Expenses (out): $42,997.95
Balance: $33,022.21
Estimated Future Expenses: $13,094.70
Approximate Funds Available: $19,927.51
Revenue for the current school year:
| Revenue (Current School Year) | Amount | Totals |
|---|---|---|
| Balance Forward from 2023 / 2024 | $23,869.25 | |
| Harvey's Lunch | $3,921.00 | |
| Pizza Lunch | $15,905.25 | |
| Sub Lunch | $11,098.61 | |
| Sushi Lunch | $13,113.75 | |
| Swiss Chalet Lunch | 4,690.00 | |
| Halloween Dance | $2,410.30 | |
| Family Movie Night | $0.00 | |
| Potted Plants | $0.00 | |
| Fresh from the Farm | $1,012.00 | |
| Total Current School Year Revenue | $52,150.91 | |
| Total Revenue: (Balance Forward + Current School Year) | $76,020.16 |
Expenditures for the Current School Year:
| Expenditures | Requesting or Requested | 2023-2024 Actual Amount | 2024-2025 Actual Amount | Totals |
|---|---|---|---|---|
| Graduation 2024 / 2025 Deposit | $500.00 | $500.00 | ||
| Athletic Pinnies | $750.00 | $750.00 | ||
| Library Bee-Bot Mats | $200.00 | $200.00 | ||
| Harvey's Lunch Invoices | $851.60 | |||
| Pizza Lunch Invoices | $17,686.99 | $5,318.25 | ||
| Sub Lunch Invoices | $12,036.00 | $6,200.28 | ||
| Sushi Lunch Invoices | $7,333.00 | |||
| Swiss Chalet Invoices | $974.00 | |||
| Halloween Dance Expenses | $1,447.49 | $1,421.52 | ||
| Fresh from the Farm | $607.20 | |||
| Cross Country Busing | $715.12 | |||
| Family Movie Night Expenses | $492.28 | |||
| Potted Plants Expenses | $382.21 | |||
| Playground Repairs | $4,142.59 | $4,142.59 | ||
| Playground Addition | $7,134.00 | - | $8,061.42 | |
| Scoreboard | $408.64 | $408.64 | ||
| Makerspace Items | $4,000.00 | $3,425.63 | ||
| Scooter Rack | $845.00 | $845.00 | ||
| Technology Cost Sharing | $3,000.00 | $2,944.93 | ||
| Graduation (2025) | ||||
| Graduation (2024) | $1,000.00 | $1,000.00 | ||
| Grade 8 Trip | ||||
| Field Trip Support (ie: Lake St. George) | $300.00 | $300.00 | ||
| Arts Program | $3,000.00 | $3,000.00 | ||
| Music Program | ||||
| Healthy Snack Program for Students | ||||
| Total Current Expenses | $42,997.95 | |||
| Current Available Funds (Total Revenue - Total Current Expenses): | $33,022.21 |
Approved Expenses to be Deducted:
| Future Estimated / Approved Lunch Expenses to be Deducted | Amount | Totals |
|---|---|---|
| Harvey's Lunch Invoices - Jan. 27 to Feb. 24 | $1,775.20 | |
| Pizza Lunch Invoices - Jan. 22 to Feb. 26 | $2,823.00 | |
| Sub Lunch Invoices - Jan. 23 - Feb. 27 | $2,772.00 | |
| Sushi Invoices - Jan. 24 to Feb. 28 | $3,692.50 | |
| Swiss Chalet Invoices - Jan. 28 to Feb. 25 | $2,032.00 | |
| Future Estimated Expenses | $13,094.70 | |
| Approximate Funds Available | $19,927.51 |
Fundraising Project Performances:
| Projects | Revenue | Cost Current + Future Invoices | Profit | Margin % | Headcount Oct. Dec. | Jan. - Feb. | Total | Profit Per Person |
|---|---|---|---|---|---|---|---|---|
| Pizza Lunch | $15,905.25 | $8,141.25 | $7.764.00 | 49% | 207 | 206 | 413 | $18.80 |
| Sub Lunch | $11,098.61 | $8,972.28 | $2,126.33 | 19% | 83 | 80 | 163 | $13.04 |
| Sushi Lunch | $13,113.75 | $11,025.50 | $2,088.25 | 16% | 108 | 97 | 205 | $10.19 |
| Swiss Chalet Lunch | $4,690.00 | $3,006.00 | $1,684.00 | 36% | 77 | 77 | $21.87 | |
| Harvey's Lunch | $3,921.00 | $2,626.80 | $1,294.20 | 33% | 88 | 88 | $14.71 | |
| Halloween Dance | $2,410.30 | $1,421.52 | $988.78 | 41% | ||||
| Fresh Farm | $1,012.00 | $607.20 | $404.80 | 40% | ||||
| Total | $52,150.91 | $35,800.55 | $16,350.36 | 31% | 398 | 548 | 946 |
Fundraising Goal requirements & Fundraising Plan Ideas:
- Box of Cards
- Lead: Lydia Schroeder
- Time: Jan to Feb
- Movie night (Thursday, Feb 13th)
- Movie: Wild Robot (tentative)
- Lead: Dorna, Lydia, Sanam
- Snack selling & volunteers needed
- Pizza
- Popcorn
- Beverages (Juice Box, Water, Soda)
- Box of Cards
- Purchase a new pop corn machine (budget around $300 + -) (Voted: Pass).
- Persian New Year (Feb to March)
- Fresh flower for sale (same vendor as last year)
- Same cost as last year.
- Pre-sale from Monday, Feb. 24th to Wednesday, March 12th.
- Deliver date: Monday, March 17th
- To note the above on the promotion material.
- Lead: Dorna Kiani.
- Garage Sale (combo with the Earth Day)
- Date: Saturday, April 26th from 11am to 2pm.
- Location: Outdoors
- Open to the broader community and parents
- Table for rent via school online.
- Table Rental proceeds will be donated to the school council for the School Garden fund and more. A donation table will be set up as well.
- Theme: Books / Toys / Children Clothing
- Perk: Bike repair station (external org)
- Opening ceremony of the school garden.
- Hardcopy Flyer to be distributed around the neighborhood. Volunteers needed.
- Team: Dorna, Lydia, Cedar, and other parents. Borrow table from local churches
- Mother’s Day& Father’s Pre-order Sale (May & June):
- Lead: Elham Khazam, Annie Shang
- For pre-order. Pick up before Friday, May 9th or Friday, June 7th
- Cookie Dough: To be confirmed.
- Year-end event (June):
- Date: Friday, June 6th, 2025 from 6pm to 9pm (tentative)
- BBQ & Picnic & Fun Fair
- Auction event (art crafted by students)
- Pre-order Hot food items
- On Spot: Freezies, beverages, and Pizza for sale
- Task Force needed. Please start recruiting volunteers.
- Staff Appreciation Lunch (June):
- Friday, June 20th
- Same format as last year
- Volunteers needed
Future
- Box of Cards before Christmas
- Krispy Kreme (Heart Shaped Donut)
- Pre-Order and pick up at the movie night (the night before Valentine’s Day)
- Your Cost*: $8 / dozen
- Suggested Selling Price: $12 – $18 / dozen
- Quantity*: 50 dozen or more
- Spices: All items are prepped and ready to go (January to February)
- Vendor: Make it sow. All info is ready to go.
- Recipes in a jar
Principal's Report (Heather)
Presenter: Mme Heather Zaitlin
- Progress update:
- Playground repairs may be considered at a later time.
- Principal Profile: council reviewed and approved to submit to the school board.
- Art Performances: 3 booked. Dance & Culture (for Kin. to grade 8; Feb.); The Shoestring Opera Schoolyard Carman (K to Grade 3, May), Straight On ‘till Morning (Grade 4 and up, May)
- DO. Gibson Black Canadian 365 event (Feb 19).
- Grade 8 Graduation booked at Courtyard Marriott (same venue as last time)
- Budget requests from Principal:
- Grade 8 Students Montreal trip. Supporting students: estimate max $2,000. (Voted: Pass).
- Digital Piano: School needs a working digital piano. Approx: $3000. (Voted: Pass)
- Gym’s Sound System: bluetooth compatible, cost request max at $5,000 depending on the assessment. (Voted: Pass)
- Next steps at the school
- Primary reading program
Community Building / Parent Engagement
Presenter: Mme Heather Zaitlin and Lydia Schroeder
- Movie Night (need to apply for a new license) $700 per year (discussed on the Fundraising Plan Ideas section above)
- Garage Sale (discussed on the Fundraising Plan Ideas section above)
- Year-end events: BBQ (discussed on the Fundraising Plan Ideas section above)
- Teacher appreciation (discussed on the Fundraising Plan Ideas section above)
- Graduation committee (discussed on the Fundraising Plan Ideas section above)
- Parents Reaching Out (PRO) Grants (Grant is $800 this year, to be applied)
- Legacy Garden
- Every child was involved in planting 2023-2024
- New grade 8 Eco team members recruited
- Garden is a connection to how nature meets our needs
- Learning about ecosystems/ sustainability - curriculum connections
Other Business
Next Meeting: April 24, 2025 (Final Meeting)
Meeting End
Meeting ended at
- Approved by Cedar Zhang
- Second by Dorna Kiani